How to add new Group of Classes? - Courses – PerfectGym

Introduction

This article will take you though the steps of creating a group and the classes within it for club members to enroll into.

Before you start

You must have the the following set up prior to creating a new group

Activity categories
Activity levels (within an activity category)
Class categories
Class types
Enrollment rules (and payment plan)
Trainer (employee - with role 'trainer' or equivalent).
Club zone.

The following is required if you plan to restrict groups with these categories

Age limits
Semester (terms)

Instruction - Creating new group

Go to the PGM -> Classes -> Courses -> Groups

Click Add new class group.

This will load up a new screen to enter in information about the new course. Listed below is what each field does.

Add new class group

Name – Name of the group of classes

Recommend having the Level of class, day it runs and time it runs.
eg. Wednesday 9:30am Level 2

Description – Extended description of the class, this will appear in "About group" in client portal. More information on the set up of client portal can be found here.

Class Category – Category of the class. This is connected to the enrollment rule to determine the pricing rules and time table to connect the correct class to the group.

Activity Type – Category of the levels and skills. This is connected to Activity categories to determine the levels and skills, and class type to connect to the correct class to the group.

Level – The level of the course/module, this will appear when you have selected the Activity Type and will only display levels within that category.

Club – Select the club this course will run at

Trainer – Select the trainer who will be responsible for this group, this may or may not be the same trainer taking care of the class.

Start and end of course

Terms – If you are using Semesters/Terms, enter in the term you want this course run, this will automatically add in start/end dates.

Start date - This will determine when the start date of the group will commence for all enrollments (this can be changed with "Enrollments available from" field. Note if you are planning a new group with a future class start date (eg. for a new group starting in 3 months time) with enrollments starting tomorrow. Set the date here for tomorrow, however the first class you generate will start on the date you want the classes to start (3 months time).

End date - This field can be left blank if the course is an ongoing course, if a date is entered in here, the course will end on this date and classes will not generate from this date.

Enrollment available from - This field will only open up new enrollments after this date. If blank it will use "Start date" to enrol from.

Max number of students – Type in here the maximum number of students that can be enrolled into the group. If this is left blank then an unlimited about of students can enroll into the class.

Age Limit – What age limits the club member needs to be when enrolling into this group.

Additional settings

Availability in applications - This will determine where the group is visible in applications for club members to enroll into. If this is left blank this will only be visible in PGM.

ClientPortal - This is the external application where club members can log into the client portal and enroll into a group.
KIOSK - This is the internal client portal, covers both Reception Tablet mode and Kiosk applications.
API - If you are using an API this will make the group visible.

Lock group - This will prevent the group from accepting any enrollments or transfers if Yes is selected.

Click Save to continue.

Instructions - Creating classes within group

Once the group is created, you will need to go into the group by clicking on the name of the group that was created.

Go to the Classes tab to access the list of classes in this group.

Press Add class to create new classes.

This will display a new screen to enter in the details for the class. Listed below is what each feature does.

Class definition - This will link the class type to the group. In order for the class to appear here the following settings need to match 1:1.

Group settings	Class Type
Time table category	Time table category
Activity type	Activity category
Level	Level
Age Limit	Age Limit

Age Limit is an optional field, however if a value exists on group settings, it must also match the setting in class type.

Repeats - This will allow the class to repeat over a period of time.

One time - This will only create a single class within the group and not repeat.
Weekly - This will repeat the class every week from the start date to the end date, if the end date is blank then it will repeat until further notice.
Every two weeks - This will repeat the class every two weeks from the start date to the end date, if the end date is blank then it will repeat until further notice.

In PGM->Settings->System settings, the setting "How many months in the future recurring classes will be generated" will determine how far advance the classes will get generated. This may affect system performance if this is generated more then 10 months ahead. At the start of every day, this will generate new classes exactly X months ahead of todays date.

Class occurs on - This determines when the class will run on. If running two classes per week at the same time, you may wish to tick both days here.

Beginning - The date on when the classes will run from. If this new group is set to start 3 months in the future, set the date here to be 3 months in the future.

End - If this is a short term course, set the end date here and this will only generate classes to this date. If left blank this will be considered an ongoing course and will generate classes in the future.

If using Terms/Semesters, this will automatically add in a start date and end date to these fields and cannot be edited.

Start time - Set when the class will start.

If you are setting up multiple classes within the same group to repeat at different times (eg. Mon 9:30am, Wed 10:30am), please create new classes for each start time.